{"id":22015,"date":"2016-11-03T10:14:56","date_gmt":"2016-11-03T17:14:56","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22015"},"modified":"2025-08-27T15:26:31","modified_gmt":"2025-08-27T22:26:31","slug":"bppm-30-53-appendix","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-53-appendix\/","title":{"rendered":"30.53 Appendix: Cash Overages and Shortages"},"content":{"rendered":"\n<h2 class=\"wp-block-heading wsu-font-size--medium\">Business Policies and Procedures Manual<\/h2>\n\n\n\n<h2 class=\"wp-block-heading\">Cash Handling<\/h2>\n\n\n\n<h2 class=\"wp-block-heading wsu-font-size--large\"> (Appendix: Cash Overages and Shortages)<\/h2>\n\n\n<div class=\"wsu-row wsu-row--single\" >\r\n    \n<div class=\"wsu-column\"  style=\"\">\r\n\t\n\n<p><strong>BPPM 30.53<\/strong><\/p>\n<p><strong>For more information contact:<\/strong><br>&nbsp; &nbsp;Controller&#8217;s Office <br>&nbsp; &nbsp;509-335-9651<\/p>\n<hr>\n<div id=\"toc_container\">\n<h3>Contents<\/h3>\n<ul class=\"toc_list\">\n<li><a href=\"#One_0\">1.0   Cash Overages and Shortages<\/a><\/li>\n<ul class=\"toc_list\">\n<li><a href=\"#One_1\">1.1   Departments Not Using University Point-of-Sale System<\/a><\/li>\n<li><a href=\"#One_2\">1.2   Departments Using University Point-of-Sale System<\/a><\/li>\n<\/ul>\n<\/ul>\n<\/div>\n<h3 id=\"One_0\">1.0 Cash Overages and Shortages<\/h3>\n<p>In accordance with state regulations, the University is to ensure that cash overages and shortages are accounted for and posted properly. (<a href=\"https:\/\/ofm.wa.gov\/sites\/default\/files\/public\/legacy\/policy\/85.20.htm\">SAAM&nbsp;85.20.10d<\/a>) Each unit must investigate and correct, if possible, all overages and shortages. Departments are to follow the procedures below to record corrected and uncorrected overages and shortages.<\/p>\n<h4 id=\"One_1\">1.1 Departments Not Using University Point-of-Sale System<\/h4>\n<p>Department that do <em>not<\/em> use the University&#8217;s point-of-sale system follow the procedures below to document overages and shortages.<\/p>\n<h5 id=\"One_1_a\">1.1.a Overage<\/h5>\n<p>If the money (e.g., cash, checks, and credit card receipts) received exceeds the invoice receipts and log sheets, or the ring out on a non-point-of-sale cash register, the department reports the overage amount on a Cash Deposit Report under source-subsource 490-10 using transaction type 01.<\/p>\n<h6 id=\"One_1_a_i\">1.1.a.i Example<\/h6>\n<p>In <a href=\"#fig1\">Figure&nbsp;1<\/a>, the department&#8217;s invoice receipts and log sheets total $300.00. The department reports the receipts and logsheets using normal source-subsources, e.g., source-subsource 420-99 (miscellaneous receipts). The till in this example totals $310.00. The department must record the additional $10.00 on the Cash Deposit Report as an overage using source-subsource&nbsp;490-10.<\/p>\n<p><a name=\"fig1\"><\/a><\/p>\n<figure id=\"attachment_50838\" aria-describedby=\"caption-attachment-50838\" style=\"width: 396px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig1.png\"><img decoding=\"async\" loading=\"lazy\" class=\"size-medium wp-image-50838\" src=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig1-396x258.png\" alt=\"Example of a cash deposit report\" width=\"396\" height=\"258\" srcset=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig1-396x258.png 396w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig1-198x129.png 198w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig1.png 707w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/a><figcaption id=\"caption-attachment-50838\" class=\"wp-caption-text\">Figure 1. Cash Deposit Report completed to record and deposit an overage by a department not using the University\u2019s point-of-sale system.<\/figcaption><\/figure>\n<h5 id=\"One_1_b\">1.1.b Shortage<\/h5>\n<p>If the amount of recorded invoice receipts and log sheets, or the ring out on a non-point of sale cash register exceeds the money received, the department reports the amount short on a Cash Deposit Report under source-subsource 490-11 using transaction type 02. Also, the department must bracket the negative amount to help ensure that the cashier properly records the transaction.<\/p>\n<h6 id=\"One_1_b_i\">1.1.b.i Example<\/h6>\n<p>In <a href=\"#fig2\">Figure&nbsp;2<\/a>, the department&#8217;s invoice receipts and log sheets total $300.00. The department reports the receipts and logsheets using normal sources-subsources. This example uses source-subsource 420-99, indicating miscellaneous receipts. The till in this example, however, only totals $290.00. The department must record the $10.00 shortage using source-subsource 490-11.<\/p>\n<p><a name=\"fig2\"><\/a><\/p>\n<figure id=\"attachment_50839\" aria-describedby=\"caption-attachment-50839\" style=\"width: 396px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig2-e1656350382790.png\"><img decoding=\"async\" loading=\"lazy\" class=\"size-medium wp-image-50839\" src=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig2-396x267.png\" alt=\"Example of cash deposit report\" width=\"396\" height=\"267\"><\/a><figcaption id=\"caption-attachment-50839\" class=\"wp-caption-text\">Figure 2. Cash Deposit Report used by a department not using the University\u2019s point-of-sale system to record a shortage.<\/figcaption><\/figure>\n<h4 id=\"One_2\">1.2 Departments Using University Point-of-Sale System<\/h4>\n<p>The University Point-of-Sale system ceases operations at 4:00 p.m. each day. If departments close early enough, there may be time to correct any discrepancies in order to avoid needing to report overages and shortages. Normally, most point-of-sale locations close at 4:00 p.m., which allows no time to make corrections. University policy requires each department to deposit &#8220;intact,&#8221; i.e., to prepare the deposit based upon the cash register ring out totals. Therefore, regardless of whether or not an overage or shortage exists, the cash register ring out total is the amount that must be deposited.<\/p>\n<h5 id=\"One_2_a\">1.2.a Till Cash Custodian<\/h5>\n<p>The departmental employee who counts the till cash vault, i.e., the till cash custodian, logs and initials any overages and shortages on a vault log sheet.<\/p>\n<h5 id=\"One_2_b\">1.2.b Overage<\/h5>\n<p>The department must follow the procedure below to record an overage. If the ring out on the point-of-sale cash register is $1,000.00, but there is $1,010.00 in the till after balancing, the department must deposit $1,000.00 to the bank. The department till cash custodian adds the additional $10.00 to the backroom till cash vault and reports the $10.00 as an overage on a vault log sheet. See <a href=\"#fig4\">Figure&nbsp;4<\/a> for a vault log sheet example. When the department finds and corrects the error on the next day, the department till cash custodian posts the addition of $10.00, which causes a shortage for the second day. If the ring out for the second day is $1,010.00 including the posted $10.00 correction, the till should total $1,000.00 if no other errors occur on day two. The department must deposit $1,010.00 to match the ring out amount. Therefore, the department till cash custodian takes the $10.00 put into the backroom till cash vault on day one and adds it to the day two deposit to cover the shortage. The department till cash custodian reports a $10.00 shortage on the vault log sheet, and the backroom vault is back in balance with the authorized till cash amount (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-51\/\">BPPM&nbsp;30.51<\/a>).<\/p>\n<h5 id=\"One_2_c\">1.2.c Shortage<\/h5>\n<p>If the ring out on the point-of-sale cash register is $1,010.00, but there is only $1,000.00 in the till after balancing, the department must deposit $1,010.00 to the bank. The department till cash custodian must take the additional $10.00 from the backroom till cash vault and log the $10.00 as a shortage on a vault log sheet. When the department finds and corrects the error on the next day, the addition of a posting of &lt;-$10.00&gt; causes an overage for the second day. If the ring out for the second day is $1,000.00 including the posted negative $10.00 correction, the till should total $1,010.00 if no other errors occur on day two. The department must deposit $1,000.00 to match the ring out amount. Therefore, the department till cash custodian adds $10.00 to the backroom till cash vault to offset the $10.00 taken from the vault on the day before. The till cash custodian reports a $10.00 overage on the vault log sheet, and the backroom vault is back in balance with the authorized till cash amount (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-51\/\">BPPM&nbsp;30.51<\/a>).<\/p>\n<h5 id=\"One_2_d\">1.2.d Summary<\/h5>\n<p>To summarize, an overage adds money to the backroom till cash vault and a shortage takes money out of the backroom till cash vault.<\/p>\n<h5 id=\"One_2_e\">1.2.e Posting Overages and Shortages<\/h5>\n<p>There are times when a department investigates overages and shortages but is unable to find and correct the errors. This leaves the backroom vault out of balance by the amount of the unfound errors. The department must record uncorrectable error amounts in the accounting system using source 490, in accordance with state of Washington guidelines. (<a href=\"https:\/\/ofm.wa.gov\/sites\/default\/files\/public\/legacy\/policy\/85.20.htm\">SAAM&nbsp;85.20.10d<\/a>)<\/p>\n<h6 id=\"One_2_e_i\">1.2.e.i Posting an Overage<\/h6>\n<p>The department must deposit uncorrectable overage money using source-subsource 490-10 when the amount reaches <strong>$25.00<\/strong> and\/or at least <strong>monthly<\/strong> for amounts less than $25.00. The department processes a receipt in the point-of-sale system using source 490-10 and adds the amount from the backroom till cash vault into the day&#8217;s deposit. This brings the backroom vault into balance with the original authorized till cash amount. The department records the transfer of this amount on the vault log sheet, indicating that the vault is back in balance.<\/p>\n<h6 id=\"One_2_e_ii\">1.2.e.ii Posting a Shortage<\/h6>\n<p>A shortage occurs when the backroom vault contains less money than the authorized till cash amount. The department must post the shortage using source-subsource 490-11 when the amount reaches <strong>$25.00<\/strong> and\/or at least <strong>monthly<\/strong> for amounts less than $25.00. The department completes a State of Washington Invoice voucher payable to the till cash custodian describing the dates that are covered and using source-subsource 490-11 to account for the shortages (see <a href=\"#fig3\">Figure&nbsp;3<\/a>). To obtain a State of Washington Invoice Voucher, see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-45\/\">BPPM 30.45<\/a>. The department must attach a copy of the vault log sheet (see <a href=\"#fig4\">Figure 4<\/a>) to the invoice voucher. The department sends the completed invoice voucher with attached vault log sheet to the Revenue Section of the Controller\u2019s Office; mail code 1025.<\/p>\n<p><\/p>\n<p><a name=\"fig3\"><\/a><\/p>\n<figure id=\"attachment_50840\" aria-describedby=\"caption-attachment-50840\" style=\"width: 396px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig3.png\"><img decoding=\"async\" loading=\"lazy\" class=\"size-medium wp-image-50840\" src=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig3-396x513.png\" alt=\"Example of invoice voucher\" width=\"396\" height=\"513\" srcset=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig3-396x513.png 396w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig3-153x198.png 153w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig3.png 665w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/a><figcaption id=\"caption-attachment-50840\" class=\"wp-caption-text\">Figure 3. Invoice voucher completed to post a shortage and replenish the backroom till cash vault.<\/figcaption><\/figure>\n<h6 id=\"One_2_e_iii\">1.2.e.iii WSU Pullman Departments<\/h6>\n<p>The Revenue Section of the Controller&#8217;s Office generates a check payable to the requesting WSU Pullman department&#8217;s till cash custodian and holds it for pickup. The till cash custodian picks up the check at the check distribution desk in General Accounting and may cash the check at the Cashier&#8217;s Office. The till cash custodian adds the funds back into the backroom vault to bring it into balance with the authorized till cash amount. The department records the transfer of this amount on the vault log sheet, showing that the vault is back in balance.<\/p>\n<h6 id=\"One_2_e_iv\">1.2.e.iv Non-Pullman Departments<\/h6>\n<p>The Revenue Section of the Controller&#8217;s Office generates and mails a check payable to the requesting non-Pullman department&#8217;s till cash custodian, who cashes the check at a local bank. The till cash custodian adds the funds back into the backroom vault to bring it into balance of the authorized till cash amount. The department records the transfer of this amount on the vault log sheet, showing that the vault is back in balance.<\/p>\n<p><a name=\"fig4\"><\/a><\/p>\n<figure id=\"attachment_50841\" aria-describedby=\"caption-attachment-50841\" style=\"width: 396px\" class=\"wp-caption aligncenter\"><a href=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig4.png\"><img decoding=\"async\" loading=\"lazy\" class=\"size-medium wp-image-50841\" src=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig4-396x186.png\" alt=\"Example of log sheet\" width=\"396\" height=\"186\" srcset=\"https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig4-396x186.png 396w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig4-198x93.png 198w, https:\/\/wpcdn.web.wsu.edu\/wp-fais\/uploads\/sites\/2980\/2022\/06\/30.53-appx_fig4.png 537w\" sizes=\"(max-width: 396px) 100vw, 396px\" \/><\/a><figcaption id=\"caption-attachment-50841\" class=\"wp-caption-text\">Figure 4. Example of a log sheet used to track overages and shortages in a backroom till cash vault. The till cash custodian initials each entry.<\/figcaption><\/figure>\n<h5 id=\"One_2_f\">1.2.f Records Retention<\/h5>\n<p>The department retains the vault log sheets with the cash register reconciliation records, in accordance with the retention period specified on the All-University Records Retention Schedule (see <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-90-01\/\">BPPM&nbsp;90.01<\/a>). <\/p>\n<p style=\"font-size: .8rem\">_______________________<br><strong>Revisions:<\/strong>&nbsp; See <a href=\"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-30-53\/\">BPPM 30.53<\/a> revision history.<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Business Policies and Procedures Manual Cash Handling (Appendix: Cash Overages and Shortages)<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22015"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22015"}],"version-history":[{"count":32,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22015\/revisions"}],"predecessor-version":[{"id":67738,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22015\/revisions\/67738"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22015"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22015"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22015"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}